School events are the engine room of community life for families. They raise money, bring parents together, and create memories that children carry into adulthood. Whether you are on the PTA, helping the school directly, or volunteering for a one-off event, this guide covers the practical steps to make it a success.
Types of school events
Schools run a wide variety of events throughout the year. The most common include:
- Summer fete or fair -- The flagship event for most schools. Outdoor stalls, games, food, and entertainment
- Christmas fair -- Santa's grotto, craft stalls, mince pies, and mulled wine (for the parents)
- Disco or party night -- Usually for children, sometimes separate events for infants and juniors
- Quiz night -- Adults-only fundraiser, often with a bar and raffle
- Film night -- Children watch a film in the school hall with popcorn and snacks
- Talent show or variety night -- Children perform for parents and the wider community
- Cake sales and non-uniform days -- Low-effort, high-return fundraisers that can run regularly
Planning and committees
Most school events are organised by the PTA (Parent Teacher Association) or an equivalent group. If your school does not have an active PTA, you can still organise events with the headteacher's support and a group of willing parents.
Form a small organising committee with clear roles. You need someone managing finances, someone coordinating volunteers, someone handling promotion, and someone overseeing logistics on the day. The headteacher or a nominated teacher should be involved as a link to the school.
Start planning major events at least three months in advance. Create a shared document or spreadsheet tracking tasks, deadlines, and responsibilities. Hold regular meetings, but keep them short and focused. Nobody wants to spend their Tuesday evening in a two-hour PTA meeting.
Budgeting
Set a budget for every event. The goal is to raise money, not spend it. School events should operate on minimal outlay, relying on donations, volunteers, and creativity rather than expensive purchases.
Typical costs for a school summer fete include gazebo hire or purchase (though many schools own these), prizes for games and raffles (usually donated), PA system hire (£50 to £100), printed posters and flyers (£20 to £40), and food supplies for any stalls the PTA runs directly.
Keep meticulous records of all income and expenditure. PTA funds are held in trust for the school community, and transparency is essential. Present financial reports at PTA meetings and make them available to any parent who asks.
Safeguarding
School events have specific safeguarding requirements that other community events do not. All adults in positions of responsibility should have a current DBS check through the school. This includes anyone supervising activities where children are present without their parents.
At events where parents are present with their children, such as a summer fete, the safeguarding requirements are lighter because parents retain responsibility for their own children. However, any activity where a child might be alone with an adult, such as Santa's grotto or a face painting station, needs proper safeguarding measures. Have two adults present at all times, and ensure at least one has a DBS check.
Photography policies vary by school. Check your school's policy before the event and communicate it clearly. Many schools allow general event photography but ask parents not to share images of other people's children on social media.
Volunteers
School events live or die on volunteer support. Start recruiting early and be specific about what you need. "We need volunteers" is less effective than "We need two parents to run the tombola from 2pm to 4pm on Saturday 12th July."
Use school communication channels: book bag letters, the school app, the parent WhatsApp group, and the school newsletter. A personal ask is always more effective than a group message. If you know someone has a particular skill, ask them directly.
Make volunteering as easy as possible. Provide clear instructions, have everything set up before volunteers arrive, and keep shifts to a maximum of two hours so people can also enjoy the event with their families. Thank volunteers publicly afterwards.
Licensing and food safety
If you are selling alcohol at a school event (a quiz night bar, mulled wine at the Christmas fair), you need a Temporary Event Notice from your local council. This costs £21 and must be submitted at least ten clear working days before the event. The school premises may need the headteacher's written permission for alcohol sales, so check this early.
Food stalls run by parents using home-baked goods do not require food business registration if the event is a one-off fundraiser. However, you must label allergens. The 14 major allergens should be listed for every item, and it is good practice to have a "contains" and "may contain" notice for each product. Provide serving utensils to prevent cross-contamination.
Promotion
School events benefit from a captive audience of families, but you still need to promote them effectively. Send home a flyer at least two weeks before the event. Post on the school's social media channels. Put posters up at the school gates, in the local shop, and at the library.
For ticketed events like quiz nights or disco, sell tickets through the school office or online. Using a ticketing platform gives you accurate numbers and reduces the risk of no-shows. For more on promoting community events effectively, see our guide on promoting your event on a budget.
On the day
Set up as early as the school allows. Lay out the site plan, position stalls, set up signage, and test any equipment. Have a volunteer briefing 30 minutes before opening. Everyone should know their role, where the toilets are, who to contact in an emergency, and when their shift ends.
Float for every stall that handles cash. £20 in coins and small notes per stall is usually sufficient. Have a secure location for collecting cash during the event, and count it with two people present at the end.
Keep an eye on the weather if you are outdoors. Have a plan for moving activities inside if rain is forecast. School halls make excellent backup venues for most activities.
Popular stall ideas that actually make money
- Tombola -- Buy cheap items in bulk or collect donations. Charge £1 per go. Consistently one of the highest earners
- Cake sale -- Ask each class to contribute. Price everything at £1 or 50p. Simple and effective
- Raffle -- Approach local businesses for donated prizes. Sell tickets at £1 each or a strip of five for £3
- Penalty shootout or basketball throw -- Active games that children will queue up to play repeatedly
- Sweet jars -- Fill jars with sweets and charge £1.50 to £2 per jar. Children love choosing their jar
After the event
Count all money with at least two people present and deposit it promptly. Calculate the net profit and report it to the PTA committee and the school. Share photos and the total raised on social media and in the school newsletter.
Hold a brief debrief within a week. What sold well? What was left over? What caused problems? This information is gold for next year's organising committee. Write it down and keep it in a shared folder so institutional knowledge is not lost when committee members change. For a full rundown on post-event best practices, see our post-event follow-up guide.
